Overview

Doc register overview

The overview (Register sales or purchases) is the control center of a sales or purchasing document. Here, partners, appointments, references, responsible persons and the transfer to subsequent documents are linked to the totals and status information of the entire process.

Doc type, partner, currency and document status affect almost all subsequent fields. Check these basics before taking positions; a blocked or archived document can no longer be freely changed.

Header and status display

• Document type and document number: Clearly identify the process.
• Partner and partner number: Show the business partner and open their master data if necessary.
• Status: Shows the current processing status of the document. The status of a new document is always open.
• Status symbols: Make draft, blocking, posting, packing status, down payment, storage and sales impact visible, among other things.
• Costs / profit / commission: Calculated key figures of the sales document for economic control.
• Net / Tax / Gross: Calculated document totals; For foreign currency, the foreign currency amount also appears.
• Deposit request / deposit / remaining balance: Show the payment effect if the document works with down payments.

Document fields

• Foreign currency: Currency in which the document is additionally or differently managed.
• Course: Conversion rate between company and foreign currency.
• Subject: Short technical description of the process. The subject is also included in the report.
• Your receipt: External reference from the customer or supplier.
• Your receipt from: Date of external reference.

Important: For supplier invoices or credit notes, the date is shown as Document date for finance (for postings and open items) used. Enter the document date of the original supplier document.

• Delivery date: Agreed or expected delivery date of the entire document.
• Our symbol: Internal reference for communication and follow-up.
• Partner contact person: The partner's contact person for this process; A new contact person can be created via Plus.
• Tel. 1 (read-only): Telephone number of the selected contact person.
• Email (read-only): Email address of the selected contact person.
• Clerk: Internal operationally responsible employee.
• Seller/Buyer: Sales or purchasing manager depending on the document category. By assigning a commission group (see Management > Settings > Commission groups) The corresponding commission amount is determined for the sales employee when positions are inserted into the document.
• Different invoice recipient: Other partner to whom the invoice should be addressed.
• Internal note: Just an internal note about the process.

Actions

• Header text: Opens the formatted text above the positions; central text blocks can be inserted.
• Doc details: Opens additional document parameters and control fields.
• Footer text: Opens the formatted text below the positions.
• Doc details: Opens additional document parameters and control fields.
• Linking plan: Shows the relationships to previous and subsequent documents.
• Attachments: Opens the files and documents associated with the receipt.
• Billing address / different billing address: Opens the billing address used for the receipt. For a new document, the default billing address is chosen from the Customer details or supplier details inserted.
• Delivery address: Opens the delivery address of the receipt. For a new document, the default delivery address is chosen from the Customer details or supplier details inserted.
• Transfer from previous docs: Using the button, several previous documents can be combined into the currently open document. Select which document type you want to select the predecessor documents from. You will receive an overview of all open or partially open documents of this document type for the selected partner. Mark which of the open documents should be adopted. For each of the selected documents, you can decide whether all items in this document should be included in the subsequent document, or you can only select some of the items.

It is only possible to adopt predecessor documents of ONE document type. Adopting different document types into a successor document can lead to inconsistency and is not approved.

• Transfer to next doc: Creates a follow-up document. The subsequent document is automatically opened for editing. All information and content from the Sales, Purchasing, Approvals, Contract and Positions tabs are copied into the subsequent document. If the document is still in draft mode, it must first be saved in the positions. If it is a document with an impact on sales, it must first be posted before it can be transferred further.
• Book: Hands over a postable and archived document to the finance department.

Doc details

• Doc date: Date of the document. The date is used as a document date for finance when posting sales documents that affect sales.
• posting period: The posting period field is only displayed for sales documents that affect sales. By default, the current period is specified as the posting period. (see Finance > Settings > Posting periods) If the sales are to be shown when posting in a different posting period, the period can be adjusted using the selection list.
• EU work:
• Language: Selection in which language the report is created. By default, the language is taken from the customer master data. (see Customers > Address > Language)
• Doc discount: The document discount sets a discount for the customer for the entire document, which is automatically applied when the document is created. If in the master data (see Customers / Suppliers > Customer details / Supplier details > % Doc discount) If a voucher discount has been entered, it will be inserted automatically.
• Price list: The selected price list determines the amount of the item sales price. By default, the price list is taken from the customer master data. (see Customers > Customer details > Price list)
• Payment conditions: Assign payment terms and discount agreement or create a new payment agreement. (see Sales / Purchasing > Settings > Payment conditions) By default, the payment condition is taken from the master data. (see Customers / Suppliers > Customer details / Supplier details > Payment conditions)

If it is a document that affects sales and is to be sent as an e-invoice, care must be taken to ensure that the UNTDID field in the payment condition is filled with the correct payment method code.

• Delivery condition: Delivery condition. By default, the delivery condition is taken from master data.
• Foreign currency: If the document is not in the company currency (see Administration > Master data initialization > Company settings > Company currency) should be issued. By default, the currency is taken from the master data. (see Customers / Suppliers > Customer details / Supplier details > Foreign currency)
• Course: Entering the currency rate if the document is issued in a foreign currency. Foreign currency rates can be found at Administration > Financial Initialization > Currency Rates be recorded.
• Location:
• Standard bearing:
• Project: If the document is part of a project, the project can be inserted via the selection list. Documents that have been assigned to a project can also be viewed at Projects > Documents.
• Output format: Regulates output format and archiving.
• Deposit requirement: If a deposit is required before further processing of the document, then the deposit request amount is recorded here. Only when the amount has been paid in full and recorded as a deposit amount can the document be further processed into a subsequent document.
• Deposit amount: Record the amount that was paid by the customer based on this document. Only when the down payment amount offsets the down payment requirement can the document be further processed into a subsequent document.
• Transfer to purchase: With this function you can quickly and easily create a purchasing document for a supplier from the items in a sales document. After clicking the button, an editing window opens in which you can select the desired purchasing document type and the supplier. Then in the window Select doc positions All item positions of the sales document are displayed. By checking the desired positions, you determine which items should be included in the purchasing document. After confirming the selection, the corresponding purchasing document for the selected supplier is automatically created. The possibility of transfer to purchase only exists if the open quantity of an item is not zero.
• Update COGS: Update of the cost calculation in Positions > Edit Position > Procurement and in Positions > Edit Position > Profit. To update, the current values are taken from the Item master data > Procurement register used.
• Request approval: Activation of the additional register approvals.
• Device service: Activation of the additional register Equipment service.
• Close document manually: Documents with status “open” or status “partial” can be closed manually using this button. The document receives the status “manually closed” and can no longer be edited or processed afterwards.

Special feature: packed documents (= saved customer picking list) and sales-relevant documents cannot be closed manually.

Work safely

Check partners and status, record references and appointments, assign contacts and responsible persons and check totals, open requirements and document chain before handover.

Related topics

1. For specialist users – Use individual modules safely and efficiently › Modules › Doc › Register tabs › Positions

Frequently asked questions